Office Coordinator - Cayuga Health System

Office Coordinator

Cayuga Health and its affiliates are the region's leading healthcare system and most trusted providers of integrated health services, empowering our people in our mission to equitably improve the well-being of the communities we serve. Our commitment to providing extraordinary healthcare begins with our team of extraordinary professionals who are continuously discovering clinical innovations and enhancing access to the most up-to-date facilities, equipment, technologies, and research protocols. Cayuga Health's commitment to our employees includes competitive compensation, comprehensive employee benefits programs, and the opportunity to explore and build a career in healthcare through our many professional development programs. 

The Office Coordinator has overall administrative responsibility of a smaller CMA Practice (3 or less FTE providers - single site) or supporting a practice manager in a larger practice. Promotes the organization's philosophy of excellent customer service and high quality care.

Roles and Responsibilities:

• Oversee Operations & Supervision: Manage day-to-day front-end operations, including call volumes, scheduling, access, templates, customer service, and staffing. Supervise scheduling, reception staff, and provide matrix supervision for medical records staff.
• Provider Support & Workflow Optimization: Continuously review provider schedules to optimize productivity, ensure workflow efficiency, and facilitate collaboration between clerical, clinical, and provider teams.
• Customer Service & Patient Relations: Train and monitor staff on delivering excellent customer service, resolve escalated patient concerns, and manage waiting rooms to address patient needs effectively.
• Policy, Procedure, & Compliance: Develop, implement, and communicate policies and procedures annually. Ensure compliance with CMA policies, accreditation, and regulatory standards, and maintain core competency training for all staff.
• Data Management & Reporting: Compile and analyze operational data for effectiveness and efficiency, prepare reports as needed, and monitor operational expenses to support budget accuracy and cost control.
• Team Building & Personnel Management: Promote team cohesion, trust, and respect, and resolve personnel issues through coaching, annual evaluations, progressive disciplinary actions, and recognition programs.
• Budget & Financial Planning: Assist in preparing operating and capital budgets, critically evaluate expenses, and provide recommendations for accurate budget submissions.
• Patient Satisfaction & Feedback: Implement customer service strategies, address complaints, and ensure patient satisfaction scores exceed national averages through proactive communication and resolution strategies.
• Compliance & Confidentiality: Adhere to organizational policies, maintain confidentiality in all work-related activities, and ensure compliance with safety, infection control, and employee health procedures.
• Professional Development & Representation: Attend mandatory training, staff meetings, and performance improvement activities while representing the organization positively and maintaining professional standards.

Required Skills and Experience:

• Associates degree or higher preferred.
• Minimum of three (3) years medical office experience required.
• Previous experience with health insurance and patient billing helpful.
• Completion of medical terminology course preferred.

Preferred Skills and Experience:

• A minimum of 3 years' experience in a health care setting preferred.

Physical Requirements:

• Standing-- 10%
• Sitting-- 90%
• Reaching-- 20%
• Computer work-- 40%

Location and Travel Requirements:

• Onsite - Medical office building Suite 301
• Hours will be 8:00-4:30 Monday-Friday

Cayuga Health System and its affiliates are committed to treating all patients, providers, staff and volunteers equitably and with dignity, ensuring the highest levels of safety, care and respect, and striving to recognize and overcome biases and policies that contribute to disparities in healthcare access, equitable care and positive health outcomes for all.

We are proud to be an Equal Employment Opportunity employer, supporting the growth and health of our employees and community by embracing the rich diversity, needs and circumstances of all peoples and prioritizing opportunities to build a diverse and inclusive workplace. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable protected characteristics.

If you require reasonable accommodation to complete a job application, pre-employment testing, a job interview or to otherwise participate in the hiring process, please contact the Cayuga Health Talent Acquisition team at talentacquisition@cayugahealth.org.

I certify that the information contained in this application is correct and complete to the best of my knowledge. I understand that any falsification or omission of information may disqualify me from further consideration for employment or, if hired, may result in termination. In consideration for my employment, I agree to abide by the rules and regulations of the company, which rules may be changed, withdrawn, added, or interpreted at any time, at the company's sole option and without prior notice to me.

I understand that any hiring decision is contingent upon my successful completion of all of the Company's lawful pre-employment/post-offer checks, which may include a background check, drug screen, employment references, and licensing review. If I am made a conditional offer of employment, I agree to execute any consent forms necessary for the Company to conduct its lawful pre-employment/post-offer checks. Such checks will not be conducted until allowed under applicable federal, state, and local law. I understand if I have a criminal background, it will not automatically disqualify me from employment unless otherwise required by law. I agree to execute any consent forms necessary for the Company to conduct its lawful pre-employment checks.

I also understand that the Company is a drug and alcohol-free workplace and has a drug and alcohol testing program consistent with applicable federal, state, and local law. I understand that after a conditional offer of employment, I must submit to and pass a pre-employment drug test as a condition of employment.